How to organise a gravel tour without missing the details

Organising a gravel tour starts with a confirmed route, a realistic participant limit and enough time for permits and safety checks. Once the date and start location are fixed, open registration and publish the route file so you can plan volunteers, food and equipment from actual numbers. The final week is for riding the route again, checking the forecast and preparing signage. On the day itself, separate arrival, riding and support logistics so one delay does not disrupt the whole event.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Record date and route
2 people
2
Reserve starting location
3
Check permits
4
Check route for traffic risks
2 people
5
Send invitations
6
Open the registration form
7
Publish route file
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
11
Send participant information
12
Check the weather forecast
13
Ride the route again
2 people
14
Print route files and maps
15
Do the shopping
2 people
16
Check bikes and tools
2 people
17
Prepare race numbers
2 people
18
Sort route arrows
2 people
19
Fill coolers
2 people
20
Print Participants' Phone Numbers
21
Mark out the starting area
4 people
22
Mark route
4 people
23
Set up supply point
3 people
24
Set up the bicycle parking
2 people
25
Build party tents
4 people
26
Set up tables and chairs
3 people
27
Set up reception desk
2 people
28
Chill food and drinks
2 people
29
Prepare coffee and tea
2 people

Event

30
Register participants
3 people
31
Hand out race numbers
2 people
32
Give Cycling and Route Briefing
2 people
33
Lead the group start
3 people
34
Carry out a route check
3 people
35
Staff the supply point
3 people
36
Refill drinks
2 people
37
Restock fruit and snacks
2 people
38
Provide roadside assistance
2 people
39
Keep track of finish times
2 people
40
Serve finisher drinks
2 people
41
Serve soup and bread
3 people
42
Turn on lighting
43
Receive the last participants
2 people

Aftercare

44
Remove route arrows
4 people
45
Dismantle the start area
4 people
46
Wash dishes
2 people
47
Collect waste
3 people
48
Clean the grounds
3 people
49
Inventory materials
2 people
50
Return borrowed materials
2 people
51
Complete route check
2 people
52
Process lost and found items
53
Send a thank-you gift to participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bicycle racksqty 6
Waste binsqty 6

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Power banksqty 6
Walkie-talkiesqty 8
Mobile phone chargersqty 4

Sports equipment

Route arrowsqty 120
Conesqty 30
Bib numbersqty 80
Bib holdersqty 80
Spare bike pumpsqty 4
Bike tool kitsqty 4
Spare inner tubesqty 20
Tire leversqty 12
Bicycle trailersqty 2

Lighting

LED lampsqty 8
Headlampsqty 10
Extension cordsqty 4

Tableware

Reusable cupsqty 120
Reusable bowlsqty 80
Reusable cutleryqty 100
Serving spoonsqty 4

Kitchen

Soup kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Measuring cupsqty 2
Ice packsqty 24
Cratesqty 12

Cleaning

Hand soapqty 4
Disinfectant gelqty 4
First aid kitsqty 3
Litter pickersqty 4

Catering

Groceries

Tips

Fix the date, route and starting location before opening registration. Check permits and traffic risks at least 6–8 weeks ahead, because a route change late in the process affects maps, arrows, volunteers and participant information.
Set a registration deadline 7–10 days before the ride. Use the final list to assign volunteers, collect dietary requirements, print bib numbers and phone lists, and estimate food and drink quantities instead of guessing.
Ride the full route again during the final week, ideally in conditions similar to event day. Check crossings, loose surfaces, unclear turns and the exact position of the supply point; a route that looks clear on a file may not be clear from a bike.
Prepare the start and support areas in separate batches the day before. Put route arrows, cones, bib holders, tools, pumps, spare inner tubes and power banks together so volunteers are not searching through boxes during registration.
Plan for an early finish to setup: allow at least 2 hours before the first riders arrive to mark the starting area, route and bicycle parking, build the party tents, fill coolers and test lighting, radios and charging equipment.

Frequently asked questions

How far in advance should I organise a gravel tour?: Start planning 8–12 weeks before the ride. That gives you time to confirm the route and location, check permits, open registration, recruit volunteers and adjust the plan after checking the route again.
When should I publish the gravel tour route?: Publish the route file as soon as the main route is confirmed, usually 3–4 weeks before the event. Send any final changes with the participant information 3–5 days before the ride, after the last route check.
How many volunteers do I need for a gravel tour?: Plan at least 1 volunteer for registration and the start, 1 for each supply point, and 1 route or safety contact for every 30–50 riders. Add a coordinator and a backup for each critical position at least 7 days before the event.
When should I check the weather and prepare the equipment?: Check the forecast 5–7 days before the ride and again the evening before. Sort arrows, bibs, tools, coolers and shelter equipment the day before, then allow 2 hours on event morning for setup and testing.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.